Executive Assistant AI Business Unit

Job Summary

The AI Business Unit team is seeking a highly organized, proactive, and resourceful Executive Assistant to provide strategic and administrative support to multiple VPs, ensuring efficient operation and coordination of activities. This role is critical to the smooth operation of the leadership team and will serve as a trusted partner in managing priorities, driving operational excellence, and enabling organizational effectiveness.

The ideal candidate thrives in a fast-paced, dynamic environment, exercises sound judgment, and demonstrates exceptional attention to detail. You will be responsible for managing complex calendars, coordinating executive communications, planning meetings and events, and facilitating collaboration across stakeholders globally.

Responsibilities

• Manage and maintain the executive’s calendar by scheduling appointments, meetings, and travel
• Coordinate and organize meetings and weekly staff meetings, including preparing agendas, taking minutes, and following up on action items
• Serve as a trusted liaison between executives and internal/external stakeholders
• Communications: Act as the primary point of contact for internal and external communications, screen and prioritize incoming emails, draft and edit, and manage follow ups as needed
• Information management: organize and maintain files, documents, and processes, including SharePoints and relevant systems
• Conduct research and gather information to support the executive’s decision-making process
• Travel Coordination: Arranging travel itineraries, including flights, accommodations, and transportation while addressing and resolving travel-related issues promptly
• Budgeting/Expense Reporting/Tracking: Monitoring and managing the executive’s budget and expenses, preparing and processing travel expense reports accurately while keeping accurate records of expenses and ensuring they are within budget
• Track progress and ensure deadlines are met
• Plan and coordinate events, conferences, and other activities as required

Job Requirements

• Excellent organizational and time-management skills with strong written and verbal communication abilities
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to handle confidential information with discretion
• Strong problem-solving skills and attention to detail
• Ability to work independently and as part of a team
• High level of professionalism and integrity
• Strong interpersonal skills and the ability to build relationships with stakeholders
• Adaptability and the ability to manage multiple priorities in a fast-paced environment
• Proactive and resourceful with a positive attitude
• Occasional evening or weekend work may be required, and some travel may be necessary

Education

• Bachelor’s degree in business administration, communications, or a related field preferred
• Minimum of 5+ years of experience as an Executive Assistant, ideally supporting C-level executive in a fast-paced environment